Executive Assistant, Office of the President

Executive Assistant, Office of the President

Are you an administrative powerhouse with a passion for history? The American Antiquarian Society seeks a proactive, polished Executive Assistant to provide dedicated, high-level support for our President. In particular, the assistant will handle scheduling, travel arrangements, and meeting logistics, preparation of correspondence and meeting materials, and related duties. This includes support for the AAS Council (Board). This individual will also coordinate with the Advancement team on development and member events, including run-of-show, catering and logistics, and other arrangements.

The American Antiquarian Society (AAS) cultivates a deeper understanding of the American past, grounded in its ever-growing collection of printed and manuscript sources. The Society fosters a broad community of inquiry through inclusive programs and generous support of scholarship. A national research library and learned society founded in 1812 by Revolutionary War patriot and printer Isaiah Thomas, AAS is located in Worcester, Massachusetts. The AAS library today houses the largest and most accessible collection of books, pamphlets, broadsides, newspapers, periodicals, children's literature, music, and graphic arts material printed before the twentieth century in what is now the United States, as well as manuscripts and a substantial collection of secondary texts, bibliographies, and digital resources and reference works.

Position Type: Full-time, non-exempt

Salary Range: $50,000 - $60,000 per year (DOE – depending on experience)

Location: Worcester, MA

Responsibilities

• Manage President's calendar and travel arrangements, support travel arrangements as needed for other senior leaders.
• Manage President's travel receipts and reimbursements.
• Support President's meetings by helping prepare and distribute documents and agendas.
• Schedule and organize group meetings, including with external stakeholders (Council, committees, community partners, etc.)
• Take minutes for meetings and save/file documentation as directed.
• Draft or edit correspondence.
• Manage logistics and catering for meetings and events, including Annual and Semiannual member meetings, Council meetings, and development functions both locally and in remote settings.
• Enter contacts and other relevant information into CRM (Raisers Edge) and coordinate with Advancement team.

Required Skills/Abilities

• Excellent verbal and written communication skills.
• Experience managing complex business itineraries and resolving scheduling conflicts
• Excellent interpersonal and collaboration skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines and proactively identify and solve problems.
• Commitment to confidentiality and discretion.
• Ability to work with diverse stakeholders, both internal and external.
• High proficiency with Microsoft Office Suite including Adobe Acrobat, Zoom, and/or related software, with the ability to learn new software.
• Ability to read, understand, speak, and write in Standard English; ability to communicate effectively in English with individuals in person, over the telephone, and via the printed word.
• Demonstrated commitment to principles of inclusion, diversity, equity, and access (please refer to our IDEA statement on our website).
• Interest in American history a plus

Education/Experience

• 3+ years’ experience in an executive support role, ideally in a nonprofit or higher education
• 2+ years’ experience in customer service or public-facing roles preferred.
• High school diploma or higher - Or an equivalent combination of education and experience

Travel

• Once or twice a year for large-scale member events

Physical Demands/Work Environment

• Periods of standing, walking, and sitting.
• Use of hands for basic grasping/manipulation, fine manipulation, occasional reaching,
• Physical duties are subject to change.
• May be exposed to dust, mold, and/or other organic material. Hazards are considered minor and controllable.

Deadline to apply: Applications accepted on rolling basis and will be listed until filled

Start date: As soon as possible

Hours: This is a full-time, non-exempt position of 35 hours (40 hours minus a one-hour unpaid lunch per day). There may be occasional nights and weekends to support events and these would be scheduled in advance.

Compensation & Benefits: The range for this position is $27.47-32.97/hour, which is approximately $50,000 to 60,000 annually. Examples of benefits for full-time staff are vacation, sick and personal time, as well as ~12 paid holidays, your birthday off and paid full-office closure for approx. one week in December. We also have employer-sponsored health insurance, life insurance, disability coverage, and retirement plans that include employer match, among other benefits.

As an equal opportunity employer, we value diversity, equity, and inclusion. We are committed to equal employment and promotion opportunity regardless of ability, age, ethnicity, gender, gender identity, marital status, national origin, race, religion, sexual orientation, or veteran status.

Finalists will be asked for references at a later stage and will be subject to a criminal background check due to the nature of this role.

For questions on this position, please contact careers[at]mwa.org. Please do not submit applications to this address.